Fitness Administrative Assistant

OVERVIEW:

The Fitness Administrative Assistant will support the Director of Personal Training and Personal Training Staff with review and recordkeeping of all member training agreements, auditing personal training metrics, management of training certifications, creating membership sales profile data entry for new PT employees, assist in collections for delinquent member accounts, and all other daily tasks associated with personal training recurring services and relevant reporting.

ESSENTIAL DUTIES & RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and or ability required.

• Maintains strict confidentiality of all information
• Responsible for knowing and upholding all current company policies and procedures

Management of Personal Training Recurring Services:

• Complete daily audits of personal training packages sold for the previous day.
• Process all requests for recurring services to be frozen or cancelled. This includes, but is not limited to, 3-day cancelation requests, and early termination buyout payments.
• Responding to all personal training staff and member questions and concerns regarding recurring services and/or their club account.

• Consultation & PT sessions selling, reconciliation and redemption.
• Club Account invoice history retrieval & reconciliation, which includes returning receipts to stop payment and/or processing refunds.

Reporting:

• Daily – Recurring Services Audit, Non-commissionable Contracts Report, and Daily Agreement Cancellations.
• Weekly - Membership Cancellation Report
• Monthly - Past Due First Drafts Report, No Check In Since Report, Frozen Recurring Services Report

Collections:

• Account collection and recordkeeping related to past due and delinquent membership personal training accounts.
• Frequent notification via email to membership base on past due club account payments.
• Communicating with PT Staff and Members regarding any past due balance.
• Establishing payment plans to bring balances current before member is returned for collections.
• Once an account is returned for collections, working with our third-party collections company to provide any necessary documentation to collect and to update balances with any payments made.
• To undertake any additional duties or assignments within the overall scope of this position as assigned by the Director of Personal Training

• To undertake any additional duties or assignments within the overall scope of this position

• Other duties as assigned by VP – Global Fitness

ORGANIZATIONAL RELATIONSHIPS:

The position reports directly to the executive in charge of Club4Fitness Fitness Department.

REQUIRED QUALIFICATIONS:

1) Knowledge, skills & abilities:

• Hard working, goal oriented, enthusiastic, and energetic.
• Self-starter who takes initiative with minimal direction and supervision
• Demonstrated computer, math, and communication proficiency required
• Both detail and results-oriented with high degree of professionalism and organizational skills
• Strong communication, problem-solving, time management and analytical skills
• Strong time management skills, ability to effectively manage multiple priorities

2) Minimum certifications/education/experience level:

• Previous administrative assistance experience preferred
• Demonstrated customer service experience preferred
• High School Diploma or equivalent (GED) is required; 2- or 4-yr dgree or administrative assistant certification, a plus

Reasonable accommodations may be possible to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

Work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Mental Demands: Reading; ability to communicate effectively (verbal and written); maintain emotional control under pressure
• Physical Demands/Environmental Factors: Work with frequent interruptions; climbing, stretching, frequent light lifting of books, boxes; occasional lifting of up to 50 pounds; frequent use of computer and repetitive hand motions

• Regulated air temperature and humidity in gym facilities and office environment, however, temperatures and humidity may be elevated while group and personal exercise activities are being performed
• Regular standing, walking, crouching, kneeling, stretching, lifting, and other physical activity are required while performing the duties of the role
• Sitting, close reading, and typing are required while performing the duties of the role
• Noise level is generally low but may be louder and more intense in gym facilities
• Travel will be required as described above

• Hours are generally traditional business hours but may, at times, extend to long or late hours to accommodate the different time zones of club facilities as well as to address projects and other matters involving social media.